Quick Start: What You Need to Know
Before signing your lease and moving into your new home:
- Make sure an entry survey (plaatsbeschrijving) is completed.
- Attend the inspection in person or send a representative.
- Carefully document any existing damage, wear, stains, or defects.
- Take your own dated photos and keep a copy of the report.
- Record electricity, gas, and water meter readings.
- Never sign the report if you disagree with its contents.
- Keep the document safe until the end of your tenancy.
A detailed inventory report can help protect your rental guarantee and avoid disagreements when you move out.
What Is a Plaatsbeschrijving?
A plaatsbeschrijving is a detailed written description of a rental property's condition when a tenant moves in and moves out. It documents the state of each room, fixtures, fittings, and any existing damage or signs of wear.
At the end of your lease, the entry report is compared with the exit report. This comparison helps determine whether any damage occurred during the tenancy and whether deductions from the rental guarantee are justified.
For tenants, this document is especially important because it can prevent you from being held responsible for damage that already existed before you moved in.
Is an Inventory Report Mandatory in Belgium?
Yes. An entry survey is a required document for residential rental agreements in Flanders, including houses, apartments, studios, and both furnished and unfurnished properties.
A Survey Has Legal Value Only If:
- Both the landlord and tenant were present or properly represented.
- It was completed before occupancy or during the first month of occupancy.
- It was dated and signed by both parties.
- It contains a detailed description of the property's condition.
The exit survey should take place after the property has been emptied, cleaned, and before the keys are returned to the landlord.
Registration Requirement
Like the lease agreement itself, the inventory report must also be registered. The landlord is responsible for arranging this registration.
What Happens If There Is No Entry Survey?
If no entry survey exists, the landlord generally carries the burden of proving that any damage occurred during the tenancy. In practice, the tenant may assume that the property was received in the same condition as it is returned.
This means it can become much more difficult for a landlord to claim compensation for damage unless there is clear evidence that the damage was caused by the tenant.
Who Prepares the Inventory Report?
There are two common options:
Option 1: Tenant and Landlord Prepare It Together
The landlord and tenant can jointly complete the report. This is the most affordable option and does not involve professional fees.
Option 2: Hire an Independent Expert
Either party can request that a professional surveyor or property expert conduct the survey. This approach is often chosen when either side wants an impartial assessment and fewer disagreements later.
How to Prepare a Good Entry Survey
A thorough report benefits everyone involved. Here are some practical tips:
Inspect Every Room Systematically
Work through the property room by room and follow the same order each time:
- Ceiling
- Walls
- Doors
- Windows
- Floor coverings
This helps ensure nothing is missed.
Document Existing Issues
Record anything that is:
- Damaged
- Worn
- Dirty
- Defective
- Poorly maintained
The more detail, the better.
Take Photos
Photos can provide valuable supporting evidence and help avoid disputes later. Consider taking clear, date-stamped images of any existing damage.
Check Utilities and Appliances
Test:
- Heating systems
- Water taps
- Drains
- Electrical installations
- Gas installations
If utilities are disconnected during the inspection, make sure this is noted in the report so untested systems are not assumed to be working.
Record Meter Readings
Don't forget to note the starting readings for:
- Electricity
- Gas
- Water
These readings are important when setting up contracts and calculating final utility costs.
Review Before Signing
If you disagree with any part of the report, do not sign it until your concerns have been addressed. When a professional expert prepares the report, you generally have one month to submit written comments.
How Much Does an Inventory Report Cost?
If You Prepare It Yourselves
The report is free if the landlord and tenant complete it together.
If You Use an Expert
The cost depends on the size of the property, but typically starts around €300 to €400 or more. These costs are usually shared equally between landlord and tenant.
If the landlord and tenant cannot agree on an expert, each party may appoint their own expert and cover their own costs separately.
Common Mistakes to Avoid
- Signing without reading the report carefully.
- Failing to document existing damage.
- Not taking photos.
- Forgetting meter readings.
- Waiting until after moving furniture in to complete the survey.
- Assuming minor defects are "not worth mentioning."
Small issues noted at the start can save significant time, stress, and money when your lease ends.
Last tip: Keep a digital copy of your inventory report, photos, and correspondence throughout your tenancy. Good documentation is the best protection for both tenants and landlords.
Helpful Dutch Vocabulary
| Dutch | English |
|---|---|
| Plaatsbeschrijving | Inventory report / entry-exit survey |
| Huurcontract | Rental agreement |
| Verhuurder | Landlord |
| Huurder | Tenant |
| Huurwaarborg | Rental guarantee (rental deposit) |
| Schade | Damage |
| Sleutels | Keys |
| Meterstand | Meter reading |
| Verhuis | Move / relocation |
| Deskundige | Expert / surveyor |
| Ondertekenen | To sign |
| Oplevering | Handover of the property |
FAQ
Do I need an inventory report for a furnished apartment?
Yes. An inventory report is required regardless of whether the property is furnished or unfurnished.
Can I complete the report after moving in?
The report should be completed before occupancy or within the first month of occupancy to maintain legal validity.
Can I add comments after the report is completed?
If an independent expert prepared the report, you generally have one month to submit written remarks or corrections.
Should I take my own photos if there is already a report?
Yes. Personal photographs provide additional evidence and can be very helpful if disputes arise later.
Who pays for the expert survey?
When both parties agree to use a single independent expert, the costs are typically shared equally between landlord and tenant.
Can my landlord keep part of my rental guarantee?
Possibly. The entry and exit reports are compared to determine whether any tenant-caused damage occurred during the tenancy. In some cases, repair costs may be deducted from the rental guarantee.
What should I do if I disagree with the report?
Do not sign the document until the disputed points have been discussed and resolved.